It Is From Mars Rim Is From Venus For Slideshare

IT is from Mars:
RIM is from Venus
How Can We Work Together?
Presented by
Douglas Schultz

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2

Agenda

• Introduction
• Context of Problem
• History of RIM and IT
• Speaking Different Languages
• Why Is This Important Now?
• Rebooting RIM
• Questions and Discussion

Access Sciences
• Access Sciences has been in the information management
field for more than 23 years.
• Our core competency is information management and
technology consulting from the local level to the global
enterprise.
• Our diverse client roster includes global corporations,
government organizations, non-profits, and domestic based
businesses
• Our professionals are frequent conference speakers, authors,
trainers, and panelists, and are called on as field experts by
numerous professional organizations and clients.

8

Access Sciences (continued)
• ~100 Highly Skilled Professionals
– Key certifications among our staff include:
• Certified Records Managers (CRM)
• Certified Document and Imaging Architects (CDIA+)
• Project Management Professionals (PMP)
• Certified Business Continuity Managers (CBCM)
• Information Capture Professionals (ICP)
– Active Industry Leadership
• Director, ARMA International
• Member, ARMA Standards Development Committee
• Chairman, AIIM Master Accreditation Committee
• Developer, AIIM Certification Course

9

quot;I may not have gone where I
intended to go, but I think I have
ended up where I needed to be.quot;

- Douglas Adams (1952 - 2001) author
of Hitchhiker's Guide to the Galaxy
series

10

Exploding Digital Universe

2000
1800
1600
1400
Exabytes

1200
Information
1000
Created
800
600 Available
Storage
400
200
0
2005 2006 2007 2008 2009 2010 2011
Source: IDC’s The Diverse and Exploding Digital Universe, 2008
12

Disk Growth
• Gartner estimates 18.8% worldwide
growth rate
• Many would think this is US-based:
– Japan - 38.7%
– Latin American – 25.2%
– Europe, Middle East and Africa – 22.3%
– Asia Pacific – 16.6%
– US - 12.8%

13

Context
• Large sanctions for mismanaged e-discovery
• 30% of companies don’t have electronic records in their
retention program1
• 93% of all documents produced since 1999 were born
digital
• Managers spend up to two hours searching for
information2:
– More than 50% of information found is of no value
– 42% accidentally use the wrong information at least once a week
– 53% find less than half the information they do get is of value
1Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”
2LexisNexis 1/4/2007 – Accenture survey
14

Context - Information Workers
Annual Cost of Wasted Effort
Task Average Cost per Cost per Annual Enterprise
Weekly Worker per Worker per Cost for 100
Hours Week * ($) Year * ($) Information Workers
Reformatting from multiple 3.8 110 5,700 570,000
formats to one document format
Unsuccessful search 3.5 100 5,250 525,000

Recreating content 3.0 87 4,500 450,000

Converting documents from one 2.4 69 3,600 360,000
format to another
Acquiring archived records with 2.3 66 3,450 345,000
little or no automation
Version control issues 2.2 63 3,300 330,000

Source: IDC’s Proving the Value of Content Technologies Study, 2004
15 * Based on average salary of $60,000 per year plus benefits ($28.85 loaded/hour)

How We Got Here
• Records Management
– Roots in managing paper, historical records or
archives
– Focus on policies, procedures, retention, disposition
– Back-office function
– Historically low organizational status, reporting to
Administrative Services, HR or Legal
– Not always exposed to entire Enterprise
– Typically smaller budgets
– Low ranking in terms of investment in human capital
– More interested in the message than the medium
– Experts in compliance and government regulations

17

How We Got Here
• Information Technology
– Roots in managing technology, networks, applications
– Focus on technology, productivity and efficiency gains
– Viewed as more integral to the enterprise
– Higher visibility in the organization; typically reports to
senior level executive (CEO/COO)
– Exposure to everyone in the enterprise
– Typically larger budgets
– More interested in the medium than the message
– Experts in networks, appliances and software
18

What is Changing
• Focus on big “I” - Information
– Legal and Compliance
– New collaborative technologies (i.e. SharePoint)
– Productivity issues:
• Too much time is spent assembling and collecting rather than
analyzing and making decisions.
• Not enough information visibility; the information is often
retrospective rather than real time.
• Efficiencies gained in finding the right information at the right
time
• Efficiencies lost in recreating information not found
• More than anything, IT needs the discipline RIM
can bring into the equation

19

Where does Records Management report in your
organization?

Admin Svcs 36%

IS/IT 17%

Legal/Compliance 20%

Other 27%

Percent of Total Responding

20
Source: Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”

Who currently has responsibility for the day-to-day mgmt
of electronic records?

IS/IT 54%

RIM 26%

Legal-Compliance 3%

Other 18%


21
Source: Cohasset Associates ARMA AIIM 2007 “Call for Collaboration”

Cross Functional Competencies
IT Types ranking their RM Types ranking their
knowledge of ERM knowledge of IT

10% 8% 2%
10% 19%

24% 30%
27%

43%
29%

22
Source: AIIM 2007 State of the ECM Industry

RIM Requirement

• Records Retention
– Retention Schedule – policy document
– Retention periods are based on:
• Legal, Statutory, or Regulatory requirements
• Business needs that may exceed those
• An evaluation of possible legal or financial risks
• Any possible historic, enduring, or intrinsic value
– Objective is to assign a value to information
consistent with its need for business
24

IT Understanding
• We have Backup Tapes!!
– Designed to provide wholesale recovery from
catastrophic failure
– Cannot provide authenticity, real time access
or security
– Does not enable record-level management –
all or nothing
– Keeping them forever negates the other
efforts to systematically eliminate information
25

RM Requirement

• Information Lifecycle Management
– Why?
• provide accurate, timely and complete information
• make documents more accessible and retrievable
• help to secure and protect critical information
assets.
• ensure disposal of unneeded information
– Not solved by applying technology, but aids
RM in managing the information.

26

Information Lifecycle Mgmt - Example

Implement Legal and Tax Holds as Appropriate

Create Index File Search/Use Implement
Receive Classify Save (Use Cases) Retention Disposition
Requirements
Met
Read-Only Preserve
Read-Write Delete
Repurpose Destroy

Live Repository
Archive/Preserve

Re-classify/Re-index

27

IT Misunderstanding
• Information Lifecycle Management (ILM)
– Storage Vendors - “Buy to Comply”
• Branded as compliance solution
• Implies all information is equal
– Why do anything?
• Storage device capacity increases at 60% or more per year
• Storage prices falling at 35% or more per year
– Lack of understanding can lead to
• Higher Storage and Storage Mgmt Costs
• Greater Discovery Costs

28

IT Needs to understand
• Equally aggressive data migration strategy and
records retention solution needed
– Storage Management Policy should complement
records retention policies
– Data not frequently used may still have a lengthy
retention requirement
– Cost-efficient for data you use infrequently
• Bare Minimum – embrace philosophy of retain
the least amount of info required
• Best Practice – Store information with similar
retention periods on same media type
29

IT Needs to understand
• Equally aggressive data migration strategy and
records retention solution needed
– Storage Management Policy should complement
Do you believe that Information Systems at your organization really
Do you believe that Information Systems at your organization really
records retention policies
understands the concept of “life cycle” regarding the management of your
understands the concept of “life cycle” regarding the management of your
organization’snot frequently used may still have a lengthy
organization’selectronic records?
– Data electronic records?
retention requirement
30% --Yes
30% Yes
– Cost-efficient for data you use infrequently
44% --No
44% No
26% --Don’t Know
• Bare26% Don’t Know
Minimum – embrace philosophy of retain
Source: least amount of Electronic Records Management Survey
the Cohasset ARMA AIIM info required
Source: Cohasset ARMA AIIM Electronic Records Management Survey
• Best Practice – Store information with similar
retention periods on same media type
30

RM Requirement
Electronic Messaging Retention/Archiving
• It may be a record
– Categorized by subject matter
– Given a retention period based upon that subject
matter, not the media
• Advantages
– Has the virtues of precision and specificity;
– Searchability
– Retained based upon its assessed value
• Disadvantage
– Categorization has proven to be a formidable
challenge
31

IT Understanding
• Typical view problem as one of bulk reduction
Email Managementfor some
Email Retained Strategy:
– Management Strategy: period -- 60 days, 90 days, 1 year,
62% etc. or untilof email management and users are responsible for
mailbox reaches certain size
62% no definition of email management and users are responsible for
no definition
– Deletedmanaging, classifying and saving email on their
deleting, managing, classifying and saving email on their
deleting, en mass.
desktops
desktops
• Advantage - Simple and easy to implement
29% capture and save all e-mail, regardless of content, for a specific
29% capture and save all e-mail, regardless of content, for a specific
• Disadvantage - Assumes that e-mail is
length of time
length of time
homogeneous and can be treated identically.
Source: AIIM Survey - E-Mail Management: An Oxymoron?
Source: AIIM Survey - E-Mail Management: An Oxymoron?

32

IT Needs to Understand
• Business records must be managed properly
regardless of how they originate or are stored.
• Retain it according to retention schedule, not by
type of media
• Make E-Mail that are business records easy to
retain and classify.
• Manage to ensure accuracy and trustworthiness
• Be prepared for E-Discovery of E-Mail
• Look at new technologies to decrease email
volume.
33

• Digital Preservation
– Information technology life cycle is faster than the information life
cycle
– Digital preservation problem is greater than problems associated
with preserving physical records.
– IT must find methods to accommodate these needs, realizing
that information may be kept for periods that exceed 50 years;
even permanently!
– The records must remain viable, verifiable, able to be
authenticated, and accessible in a reasonable amount of time for
as long as required to be retained.
– A model for persistent archives – (OAIS - Open Archival
Information System)
• ISO 14721 and ISO 15489 (4.3.9.2)

34

• Digital Preservation
– Information technology life cycle is faster than the information life
Long-Term Digital Storage:
cycle
Long-Term Digital Storage:
– Digital preservation problem is greater than problems associated
42% of IT professionals don’t realize they will have to migrate records
42% with preserving physical realize they will have to migrate records
of IT professionals don’t records.
to comply with retention policies.
to comply with retention policies.
– IT must find methods to accommodate these needs, realizing
70% of the companiesmay nothave formal plan to migrate older years;
that information do not kept for periods that exceed 50 records
70% even permanently!
of the companies do
be
have formal plan to migrate older records
so they will be accessible throughout the retention schedule.
so they will be accessible throughout the retention schedule.
– The records must remain viable, verifiable, able to be
83% have no budget andmigration. in a reasonable amount of time for
authenticated, for accessible
83% have no budgetfor migration.
as long as required to be retained.
– A model for persistent archives – (OAIS - Open Archival
Source: Cohasset System)
Information ARMA AIIM Electronic Records Management Survey
Source: Cohasset ARMA AIIM Electronic Records Management Survey
• ISO 14721 and ISO 15489 (4.3.9.2)

35

Your role in the organization

Bus User 5%

Exec 4%

RM 27%

DM/Imaging 16%

IT 26%

Other 21%


37

How would you best characterize your
organization's experience with DM/RM?

Have not begun a DM/RM project and
have no plans.

Have not begun a DM/RM project, but
plan on doing so in the next 6 mons.
4%
13%
Have undertaken one or more DM/RM
30%
projects at dept. level.

Currently integrating DM/RM projects
across depts.
32%
Deploying and implementing
enterprise scale DM/RM capability. 20%

38

How confident are you in your organization
managing, controlling and utilizing electronic
information.

7% 4%

22%
28%

39%

Very Confident Quite Confident Confident
Slightly Confident Not confident at all

39

How confident are you that you could
demonstrate that your electronic information is
accurate, accessible and trustworthy?

7%
19%
19%

33% 23%


40

How confident are you that emails related to
documenting commitments and obligations are
recorded, complete and retrievable?

5%
12%
30%

21%

32%


41

What are your organization's likely application interests in
the next 12-18 months?

AP/Invoice 22%
Bus Cont/Risk Mgmt 37%
Case Mgmt 16%
E-discovery 31%
E-mail mgmt 57%
ERP 16%
HR Mgmt 23%
ERM 66%
Compliance 35%
Supply Chain 10%
Tech Doc Mgmt 33%

42

What are your organization's likely technology interests in
the next 12-18 months?

Capture/Imaging 36%
WCM 42%
Search 34%
EDM 59%
ERM 58%
E-Mail Mgmt 51%
KM 29%
Mobile/Wireless 16%
Workflow/BPM 51%
Portals/Intranets 43%
Enterprise 2.0 18%

43

How do you think your organization's spending in 2008 on
the following technologies will compare with what was
spent in 2007?

ERM 43%

E-mail Mgmt 35%

DM 45%

WCM 35%

Workflow 45%

Ent Search 38%

Enterprise 2.0 25%


44

Rebooting RIM? – Not!

46

Rebooting RIM - Action Items
• Proactively demonstrate value to IT and
business
• Educate IT in RIM terms that conflict with IT
definitions
• Develop IT skills focusing on ECM architecture
• Educate IT and business on compliance
regulations and the role of RM in them
• Develop skills in digital preservation techniques
and processes

47

Rebooting RIM - Action Items
• Develop skills in message archiving
• Actively seek involvement in ECM strategy
and implementations
• Pursue education, career development
and training opportunities
• Build IT awareness of RIM principles and
practices
• Don’t allow RIM to be pigeonholed into a
paper-centric function
48

Source: http://www.bioteams.com/2008/08/29/team_collaboration_funny.html

It Is From Mars Rim Is From Venus For Slideshare

It Is From Mars Rim Is From Venus For Slideshare

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